Procurement Card

Procurement Card (Pcard) Cardholder Responsibilities

Summary: Learn about the responsibilities of being a Procurement Card (Pcard) holder.

If you have received approval from your department for a Procurement Card (Pcard), you must use the card responsibly in accordance with the cardholder guidelines below.

Cardholder responsibilities include:

Purchasing items for UCM business use only
Never lending or sharing your Pcard. Although the University pays the bill, the card is your personal responsibility and is not to be loaned to others within your department.
Purchasing only allowable goods and services, not restricted items. See the related link at right for more information on restricted items.
Keeping all purchases under $2,500
Returning the Pcard when you are reassigned or terminated or upon department request.

Cardholders must also be familiar with their funding sources:

In addition to avoiding violations of Pcard policy, cardholders should understand the terms and conditions of their department funding sources. If you are uncertain about your fund source restrictions, contact your department administrator or fund manager.
The Pcard cannot be used to purchase goods or services that are not allowable under the terms of state or federal funds.

Procurement Card (Pcard) Responsibility Levels

Summary: Learn about the various roles that support the Procurement Card (Pcard) program.

Several levels of responsibility support the Procurement Card (Pcard) program. Together, these roles govern program workflow, ensure security and manage the procurement process.

To learn more about the responsibilities of each role, read below:

Cardholders are responsible for:

Purchasing goods and services within Pcard guidelines.
Forwarding Purchasing documents (such as sales receipts) to CatBuy preparers to ensure that each transaction is entered into the financial system in a timely manner
Reviewing the periodic Cardholder Statement and ensuring that all corresponding supporting documentation (receipts) are attached to the statement and sent to Accounts Payable
Reviewing email notifications

Department Administrators are responsible for:

Developing and implementing internal procedures that govern departmental use of the Pcard
Reviewing email/Post-Audit Notification (PAN) notifications and monitoring designated accounts
Communicating with Pcard Administrator when new or modified cards are required

Cardholder Supervisors are responsible for:

Reviewing email/PAN notifications and monitoring cardholder purchases
Reviewing Cardholder Statements and supporting documentation (receipts) and signing statements to indicate all purchases reflected were for legitimate and allowable business purposes
Communicating with Pcard Administrator when card cancellations are required

Pcard Administrators is responsible for:

The day-to-day management and operation of the Pcard program.
Communicating with U.S. Bank regarding additions, changes and deletions to cardholder records

Procurement Card (Pcard): Departmental Readiness Checklist

Summary: Use this checklist to make sure your department is ready to participate in the Pcard program.

If you need more general information on the Procurement Card, see the Pcard Overview.

Checklist		What to look for
	Commitment	Has your central business office approved participation and indicated commitment to following program guidelines? Does your Supervisor, CAO, CFO, Chair, and Dean approve?
	Processes and controls	Does your department have processes and controls in place that will allow for: Accepting transactions and input into CatBuy? Reviewing individual purchases for procurement policy compliance? Prompt submission of receipts and packing slips by cardholder? Verifying charges in a timely manner by reviewing transactions? Proper record retention? Consideration of any special funding conditions?
	Training	Is your department willing to: Invest time in learning a new process? Accept a program that is evolving (through changes and refinement)? Participate in cardholder training classes?
	Control features	Does your department understand that the Pcard is a valuable tool for purchasing a broad range of products and services, but with necessary controls due to policy and best practices? Controls include: Transaction amount is limited to $2,500 (including tax, freight, and handling charges). Built-in controls prohibit restricted commodities. Personal purchases are not allowed. Not all fund sources are appropriate for use with the Procurement Card. Cards can only be assigned to a person, not to a department or unit. Cards may not be lent or shared. Use of the Procurement Card should not replace procuring items from contracted suppliers with catalogs in CatBuy, Strategic Sourcing Agreement, UC System wide Agreement, Restricted Blanket Agreement, orders from Campus Purchases, or Campus Service Units.

Common Procurement Card (Pcard) Purchases and Restrictions

Summary: Learn what can and can't be purchased using a Pcard.

You can use your Pcard to obtain a wide range of products for your department. The card may be used like a Low Value Order (LVO) or petty cash to purchase items or services.

The Pcard cannot be used for goods or services in excess of $2,500 or the individual card's purchase limit, whichever is less. Some common products and services cannot be purchased using the Pcard due to funding or policy restrictions.

The following items cannot be purchased on the Pcard:

DSL or other internet connection charges or services (these charges should be paid by the employee and reimbursed if appropriate)
Cash advances
Internet or online payment mechanisms such as PayPal and others that do not identify the ultimate payee
Inventorial equipment ($5,000+)
Firearms, ammunition, explosives, radioactive or other hazardous materials
Ethyl alcohol (except denatured), narcotics, dangerous drugs or other controlled substances
Precious metals
Items for personal or ornamental use
Travel or entertainment (meals, airfare, hotel, car rental, catering, meeting refreshments, gifts)
Vehicle/gasoline or diesel fuel or real estate rentals/leases
Goods or services from an employee or near relative of an employee of the University
On-site construction
Consulting or contract employee services (these require a specific UCLA contract)
Medical or insurance services
Services, repairs, or maintenance for which the merchant performs the services on premise or where there is an established Strategic Sourcing Agreement or catalog in CatBuy
Any other purchase for which a supplier requires a signed contract
Other items specified in University policy BUS 43, UCM Policy 700, and Procedure 700.1

How to Make a Purchase with a Procurement Card (Pcard)

Summary: Learn how to purchase eligible supplies and services using your Pcard.

If you need more general information on the Procurement Card (Pcard), see the Pcard Overview.

What to do		How to do it
1	Before deciding to use your Pcard, review UCM supplier options.	Consider these options before selecting an outside supplier: CatBuy catalog shopping Strategic Sourcing Agreements UC System wide Agreements Campus Purchasing Department (restricted/0000K Agreements) Campus Service Units (Catering, Mail and Document Services, Facilities)
2	Review purchasing guidelines.	Read the information and guidelines for purchasing a variety of goods and services in the Buying section of this web site.
3	If you decide to use your Pcard, contact an outside supplier.	If you choose to purchase from an outside supplier using your Pcard, contact the supplier: By phone On a secure web site In person
4	Determine price and availability.	Inform the supplier that you are a UCM employee. Request any educational discounts that apply. Request price and availability of the product. Note: A single purchase may not exceed the $2,500 maximum (including tax and freight).
5	Determine taxation.	Ask the supplier if sales tax will be applied to the item. UCM must pay tax on taxable goods, even if the tax is not applied at the time of purchase. Annotate your receipt or packing slip by indicating whether tax was applied to the sale. Retain all charge slips and receipts.
6	Provide account information.	Provide the supplier with your Pcard: Account number Expiration date If the vendor requests a billing address, use your campus or office address EXACTLY as it appears on the card insert sleeve.
7	Provide the shipping address.	If your purchase requires shipping, provide your campus ship to address.
8	Turn in the documentation.	Input your charge into the CatBuy System. With the Pcard transaction information include all sales documentation, such as: Name of merchant or vendor Item description Additional notes It is the responsibility of the Pcard holder to review the Cardholder Statement, at the end of each billing cycle (the 16th of every month). To do so, go to the U.S. Bank Access online site. The cardholder statement must be signed by the cardholder and the Cardholder Supervisor. Attach the following documents to this form, and forward it to the Pcard administrator: Charge slips Sales receipts Packing slips

How to Exchange or Return Procurement Card (Pcard) Purchases

Summary: Follow these instructions for exchanging or returning Procurement Card (Pcard) purchases.

It is the responsibility of the Pcard holder to purchase according to guidelines set forth in the UCM Procurement Card User Guide. We understand that there will be times when the product you have ordered does not meet your needs or arrives damaged. In cases in which you need to exchange or return your Pcard purchase, please do the following:

Contact the merchant.
Have your receipt in front of you so that you can provide the transaction number, date of purchase, item description, and cost.
Resolve any issues with the merchant. If the merchant allows you to return the item, you must follow the merchant’s instructions for doing so. Always remember to document all conversations with date, time, number, and the person with whom you spoke.
Be sure to have the merchant issue a credit to the Pcard. This way, it will be passed from U.S. Bank to UCM. If you receive your credit within the billing cycle, it will offset the charges.
You are still required to input the original charge into CatBuy System within five days of the original purchase. When the credit is passed from the merchant to U.S. Bank and then to UCM your Pcard credit will offset the charge.